Meeting Details
Cllr Bilverstone chaired the meeting with Cllrs Riddick, Norris, Mouncey, Fletcher, Pugson and the Clerk. 7 members of the public and Cllr Tim Kent were also present.
1. Welcome and Apologies
Cllr Bilverstone welcomed everyone to the meeting and reminded everybody present that the meeting may be recorded. Apologies were accepted from Cllrs Moffat and Speed.
- There were no updates to Councillors' Register of Members' Interests.
- No written requests for dispensation had been received prior to the meeting.
2. Approval of the Minutes
The minutes of the meeting held on Tuesday 7th July 2026 were agreed, approved and signed to stand as an accurate record of the meeting.
3. Public Questions
Residents raised questions about the village hall meeting scheduled for 22nd September 2026, council acknowledged the meeting about financial difficulties and will await an update. A resident raised concerns about the external condition of a property, the parish council noted the concern and agreed that the matter would be considered further, including whether it falls within the remit of the parish council or another relevant authority. A resident requested a dog waste bin on The Street.
4. Report from RAF Honington
The Clerk reported that RAF Honington have not appointed a community liaison officer but hope to appoint one later this year.
5. Report from County Councillor Tim Kent
Cllr Kent had sent the following documents covering the Brandon division via email prior to the meeting: a copy of the case work, locality grants applied for to date and also a document that outlines the Governing Principles that will now guide Suffolk County Council and the Reform UK Administrations priorities moving forward. A brief summary of the governments decision to put on hold the Local Government Reform plans for 3 unitary councils for Suffolk and Norfolk. Cllr Bilverstone thanked Cllr Kent for his locality grant to help purchase the new bench in the village. The Clerk will complete the relevant paperwork.
6. Report from District Councillor Andrew Speed
Cllr Speed sent his apologies.
7. Village Hall Report
Following the Village Hall Management Committee AGM Cllr Bilverstone as parish council representative on the village hall provided the report as follows:
Thank you to everyone for coming this evening to the AGM of the Troston Village Hall management committee. The purpose of the AGM, for anyone who has not been to one before, is to agree the management committee for the coming year. At this AGM the current committee members automatically ‘retire’ from their positions, and the new committee is formed from volunteers present at this meeting. The management committee is to be made up of up to 10 people who are over the age of 18 years and either resident in the village or have close ties to the village hall.
Chair’s Report
I would like to take this opportunity to thank all the committee members and volunteers, past and present, that have given their time to help run Troston Village Hall over the past year. Paul has worked hard to keep bookings coming in and to arrange repairs and maintenance as needed – and both Paul and Elizabeth have given up their time to organise fundraising events such as the quiz nights, cake sale and the village lottery. Thanks also go to everyone involved in making the Spring Sale happen – it was lovely to see it all come together. And finally, a big thank you to Steve Bishop for his work in the outside areas, keeping the car park and garden area tidy.
Unfortunately, even with the best efforts of the committee over the past 12 months the letting income has still not increased enough to cover the hall running costs. Every day overheads are increasing – such as cleaning, electricity, oil and insurance. And the building needs extensive maintenance and repairs – such as the chimney, windows and a new boiler and heating system.
The committee have tried to provide various opportunities for the local community to support the hall – Warm Spaces, The Rural Coffee Caravan, fundraising events and the village lottery – and there has been a lack of support for everything we have tried to do. We have also asked the community for ideas, asked them to support events and have been met with almost total apathy. Looking back at the finances for the past 10 years shows that the village hall has been trading/running at a deficit every year – and going forward the hall needs to not only cover its running costs but also build up reserves to deal with the structural repairs needed. This building needs an active, committed committee AND the support of local residents to use the hall and attend events – without both the village hall will be unable to stay open.
8. Planning Applications
- DC/26/1059/DE1 – Lower Farm – demolition of piggery buildings – Granted
- DC/26/0458/P3QPA – Lower Farm – 6 terrace houses – still pending
- For ref not in Troston DC/26/0975/OUT - Land North Of Troston Road Honington opposite the Fox pub - Outline Planning Application for 15 dwellings – still pending.
9. Playground/Playing Field
- Update on any works required as shown on the inspection report or completed in the playground/playing field – Cllr Pugson advised that the area under the playground gate will be filled using materials in hand. Cllr Bilverstone advised that one of the legs on the Multiplay equipment has been reported as rotten at ground level. Council discussed the safety of the equipment and Cllr Bilverstone proposed to close for safety reasons until further notice. Seconded by Cllr Fletcher. Unanimously agreed. The Clerk will seek quotes for repair. The Clerk recommended that council future proof the play equipment by having a 5 year maintenance and renewal plan.
- Council to review the condition of the pump track and any action required. The playground inspection report noted some wear and tear to the pump track, Cllrs decided to discuss at a future meeting as the equipment is not used very much for its purpose and is low risk.
- Updates on any plans for the playfield – Cllr Bilverstone confirmed that she will be applying for more hedgerow plants from the Woodland Trust and that Martin the tree warden is applying for a grant to buy more trees to plant. Cllr Pugson advised that there are 7 trees on the playing field that are dying or have died and need replacing.
10. Village Matters/Maintenance
- Council to receive Troston wood updates and information board frame cost Cllr Pugson – Cllrs discussed the information board again and it was decided that the Clerk would research a readymade option and Cllr Pugson would obtain a quote for a handmade option. The council could also approach Cllrs Kent and Speed for a contribution. Cllr Pugson advised that 2 extra posts would need to be installed at the wood at the next working group. Cllr Bilverstone proposed a budget of £50 for posts and postcrete. Seconded by Cllr Pugson. Unanimous decision.
- Council to formalise an official working group for Troston wood – Counsellors discussed formalising the working group and it was agreed that the Clerk put together Terms of Reference ready for the next meeting.
- Council to consider the cost to replace the glass panels in the phone box – The Clerk advised the costs of 2 replacement glass panels for the phone box. Cllr Mounsey offered to find out how the panels can be installed.
11. Finance
a) The Clerk provided a schedule of payments and receipts which were agreed and approved unanimously.
| Date | Ref. | Supplier / customer | Description | Net | VAT | Total | Payment type |
|---|---|---|---|---|---|---|---|
| 31/08/2026 | 44 | BT | Village Hall wifi - July 2026 | £ 40.95 | £ 8.19 | £ 49.14 | D/D |
| 31/08/2026 | 45 | Unity Trust Bank | Bank fee - June 2026 | £ 7.00 | £ - | £ 7.00 | D/D |
| 31/08/2026 | 46 | ICO | Information Commissions Office - Data Protection Fee | £ 47.00 | £ - | £ 47.00 | D/D |
| 31/08/2026 | 47 | BT | Village Hall wifi - August 2026 | £ 40.95 | £ 8.19 | £ 49.14 | D/D |
| 31/08/2026 | 48 | Unity Trust Bank | Bank fee - July 2026 | £ 7.00 | £ - | £ 7.00 | D/D |
| 31/08/2026 | 49 | Countryside Conservation | 2 x Maintensance visit grass cutting - 10/6 & 29/6 | £ 529.20 | £ 105.84 | £ 635.04 | B/T |
| 31/08/2026 | 50 | Countryside Conservation | 1 x Maintensance visit grass cutting - 31/7 | £ 264.60 | £ 52.92 | £ 317.52 | B/T |
| 31/08/2026 | 51 | Community Action Suffolk | Domain renewal Troston-pc.gov.uk (2 yrs) & 1 Yr clerk email | £ 68.33 | £ 13.67 | £ 82.00 | B/T |
| 31/08/2026 | 52 | KallKwik | Newsletter July/August edition | £ 108.00 | £ 21.60 | £ 129.60 | B/T |
| 31/08/2026 | 53 | AMS Services | Installation of new bench near phonebox | £ 85.00 | £ - | £ 85.00 | B/T |
| 31/08/2026 | 54 | Earth Anchors | Surrey bench | £ 624.00 | £ 124.80 | £ 748.80 | B/T |
| 31/08/2026 | 55 | Amanda Jackson | July Salary | £ 431.23 | £ - | £ 431.23 | B/T |
| 31/08/2026 | 56 | Amanda Jackson | July working from home allowance | £ 25.00 | £ - | £ 25.00 | B/T |
| 31/08/2026 | 57 | Amanda Jackson | August Salary | £ 431.23 | £ - | £ 431.23 | B/T |
| 31/08/2026 | 58 | Amanda Jackson | August working from home allowance | £ 25.00 | £ - | £ 25.00 | B/T |
| 31/08/2026 | 59 | HMRC | July Tax & NI contributions as calculated by SALC | £ 5.90 | £ - | £ 5.90 | D/D |
| 31/08/2026 | 60 | HMRC | August Tax & NI contributions as calculated by SALC | £ 5.90 | £ - | £ 5.90 | D/D |
b) The Clerk had circulated bank reconciliations prior to the meeting for both Current and Savings accounts which were unanimously agreed and approved.
c) Council acknowledged and agree the pay award agreed by National Joint Council.
d) Clerk’s report and Responsible Financial officer report:
Cllrs Riddick and Fletcher are now authorised to release payments with Unity Trust Bank. West Suffolk Council have advised due to drought conditions grass cutting will be on hold. The Suffolk Police & Crimes Panel annual report has been circulated to all Councillors. Reminder that the Clerks appraisal is due.
Bank balances as at 31/8/2026
- Unity Trust Current Account
- £ 451.54
- Unity Trust Savings Account
- £ 26,207.90
- Total balance
- £ 26,659.44
- Savings Account Interest
- £ -
- Moved from current account to savings account
- £ -
- Moved from Savings account to Current account
- £ 1,500.00
- Receipts received
- £ -
- Payments made under S137*
- £ -
Earmarked reserves as at 31/8/2026
| RESERVE | As of 1/4/2026 | Spent to date | Remaining |
|---|---|---|---|
| Training | £ 330.00 | £ 206.00 | £ 124.00 |
| Election | £ 90.00 | 0 | £ 90.00 |
| Troston Woods | £ 200.00 | 0 | £ 200.00 |
| Total | £ 620.00 | £ 206.00 | £ 414.00 |
Councillors are reminded to update their Register of Members’ Interest forms and to declare any gifts or hospitality valued over £25.00.
12. Councillor Responsibilities
Councillors discussed the many areas of responsibilities the parish council have and decided the follow:
| Responsible Role | Councillor |
|---|---|
| Children’s playground & playing field | Cllr Fletcher |
| Village Hall representative | Cllr Bilverstone |
| Vehicle Activated Sign | Cllrs Pugson & Riddick |
| Newsletter editor | Cllr Norris |
| Defibrillator | Cllr Riddick |
| Troston Woods | Cllr Pugson |
| Planning | Cllr Bilverstone |
| HR | Cllr Fletcher |
13. New Website and Clerk Overtime
The Clerk presented the new website to Councillors and advised that to date the 10 hours agreed had been used to get to this stage plus an additional 2 hours agreed with Cllr Bilverstone. Councillors discussed the addition of the village specific data migration and the need for additional hours to facilitate this. Cllr Bilverstone proposed and additional 8 hours for the next step and £70 for 2 hours of training. Seconded by Cllr Fletcher. Unanimously agreed.
14. Change of Meeting Day
Councillors discussed the need to change the day of the month that the parish council met and unanimously agreed to the 2nd Tuesday of the month.
15. Councillor Reports and Future Agenda Items
Cllr Norris asked for details about the General Powers of Competence
For October agenda:
- Review the condition of the pump track
- Troston Wood working group Terms of Reference
- New website update
16. Date of the Next Meeting
Parish Council Meeting - Tuesday 13th October 2026 at 7.00pm
There being no further business, the meeting closed at 9.50pm.